Picture this: you’re sitting at your desk, hunched over your computer, then suddenly you catch a glimpse of you clock—it’s 12:25pm. You swear it was only 8:30am when you put down your coffee mug and opened Gmail. But you don’t recall the slightest what you have been doing in the morning, and there’re still 53 tasks to on your to-do list, unchecked.
This is when you realize there’s something really wrong with your productivity, and you’ve got to find out why this is happening…
Let’s go through the following things together and see if you’ve actually been doing any of these:
Many people make checking emails the first thing they do at work only because of the illusion of having completed more.
But you should know that emails most likely are not the most important piece of work, and such false sense of accomplishment can be dangerous. You may end up spending more time on your inbox than you can imagine, making the rest of the day a rush.
The problem is that you have no control over the order of emails in your inbox,[1] you only respond to them passively. This forces you to put what’s truly important or urgent on hold while drowning in emails.
And very likely, checking emails is just a way to escape from real work (remember those 53 other things on your to-do list?).
If you don’t set a goal and expected time to complete a task, you’ll likely spend much more time and energy than you need.
Goal setting allows you to better manage your time, and is crucial to maximizing your productivity. A goal tells you which direction to go, and where to go eventually.[2] It helps you focus on your way forward. If you don’t have a clear goal, you may find yourself wandering around and not making progress.
Also, committing yourself to a time limit gives you motivation to keep pushing. Do not allow yourself to go slow or switch tasks until the one at hand is finished. That way, you’ll be able to take control of your time and get to the end of that to-do list fast.
When it’s difficult to visualize the possible outcome of work, we’re likely to waste time on things that have little impact on productivity.
If we don’t have a clear expectation on how we want the completed works to be like, it’s easy for us to want to make it even more ‘perfect’ when we’re so into the work. And it’s easier that we may make unnecessary changes when the work is in progress, which may cost extra time and effort.
And very often, we’re unconsciously being distracted by the minor things such as phone messages or the Facebook news feed.
It’s the curse of living in the modern world. We just can’t live without our phone, and this means we’re constantly having to react to whatever notifications it sends us. But they are the sneaky productivity thieves you should get rid of.
You may think taking 8 seconds to reply to a DM on Twitter doesn’t hurt but it actually takes 15 minutes to gain back the momentum because of the interruption.[3]
All the small bad things we do can add up to a lot of wasted time every day.
What have been mentioned above may seem too small to cause serious damage to your productivity. But if you really want to maximize your productivity and get the most done every day, you should cut out the bad habits.
Small things do add up — as little as 5 minutes lost per day can become hours by the end of the day. Try to work that out in terms of the number of DMs you can reply to!
Here are some helpful tips for you to get started:
State a clear purpose of each task, make it actionable and estimate the time you need to complete it.
Suppose you have a proposal to write, a bunch of spreadsheets to fill out, etc.
Write down (or type) each item and estimate the amount of time you will need. You may even want to break down a larger task to smaller sub-tasks, and assign a time limit to each of them. Then, arrange them according to the order of importance, and start working. Keep track of how much time you’re using as you go.
Stop checking emails every morning. Do something creative (first) instead.
What you should do instead is to prioritize your creative tasks over others because morning is the best time for thinking.[4]. You want to focus your energy on tasks that require more thinking, such as drafting the proposal for a meeting this afternoon, or comparing price offerings from potential suppliers, etc. over the reactive tasks like checking emails.
Consider logging out of your work email at the end of each day, so you’re not tempted to access it as soon as you switch on your computer. You’ll be able to take your mind off of your inbox and work on the bigger things first.
Silent the notifications of anything that’s not related to work.
Just like removing emails from your collection of distractions, remove whatever notifications that will distract you. And silent mode isn’t enough—vibrations are distractions as well. You will need to put your phone on ‘do not disturb’ mode if you can’t resist checking your phone when it vibrates.
Even when you allow yourself a short Instagram break, set a time limit for that too. Having a reminder helps you to get back to work and focus again.
These are some of the things you want to pay attention to if you feel you suffer productivity issues. Get started on the tips and get through your work day with ease!
Featured photo credit: Stocksnap via stocksnap.io
